The festive season may still be a couple of months away but we know how important it is to be ahead of the game and step number one when you are planning a work or family Christmas party out is to establish the venue that will be most appropriate. You want to make sure that you are asking all the right questions and don’t miss anything that someone in the group may bring up…Think about being one step ahead. We have been looking after Christmas parties and events for over 30 years, so we thought it would be helpful for you when planning and deciding on your christmas party venue to provide our top list of questions!
Availability, Size and Space
- Do you have specific dates that are best for your group or can you be flexible in case the venue is full on your first choice?
- What is the room capacity?
- Can you visit the venue prior?
- How many people can each table hold?
- If you are booking onto a specific party night, what time does the event finish?
Terms and Conditions
- Can you request a copy of the terms and conditions to look through before booking?
- Have you confirmed what the venue cancellation policy is?
- How much is the deposit if you wish to confirm and proceed with a date? (Make sure you ask if the deposit is non refundable before booking, this is a strict policy with many venues)
- Are there any age restrictions? (For our party nights it is a strict adults only event for persons aged 18+)
- If one person cancels can you transfer this deposit or full payment to another guest to replace them?
Cost
- What is the cost per person at the venue?
- What is included in the price?
- If you are booking a private event and not a specific party event, what are the room hire charges at the venue?
- If you book and pay a deposit for a set number of people can you add onto this at a later date?
- When is the deposit and final payment required? (Many venues will request a deposit at the time of booking to secure the date. This is the policy we have in place)
- If you are looking to organise a private event at the venue do you have a budget per head in mind?
- Does every person have to be accounted for even if they don’t wish to eat? (Our policy is that every person must be accounted for whether they are eating or not. They need to pay the same price per head regardless)
Food and Beverage
- If you are booking onto a specific party night is it a set menu or is there a choice?
- How do the venue cater for guests with dietary requirements?
- Can you set up a tab on the night with the venue and if so how does it work?
- Or can you pre order wine/prosecco for the tables at the chosen venue?
- Does the venue allow you to bring your own alcohol?
- What time does the venue stop serving alcohol?
Entertainment
- If booking onto a party night at the venue, what time does the entertainment start
- What time does the entertainment finish at the venue?
- If you are booking a private event, what are the venue policies for booking your own entertainment?
- Does the venue have recommended entertainment suppliers they use?
General Questions
- Where is the nearest parking available to the venue?
- Does the venue have accommodation if any guests require it? (It is also worth asking if there are any special rates for the night of the event)
- Will the venue be decorated for Christmas?
- Is there a venue dress code?
- When is the final payment required?
- Do you need food pre orders in advance?
We hope our little list of question hacks can help you when selecting your preferred venue this Christmas period. Remember if you are tasked with the hard mission of organising your work or family Christmas party, then selecting the venue and asking the right questions is imperative to keeping everyone happy and making things run smoothly so you too can enjoy the evening.
